Lee's Building Maintenance

Management
Fourth edition

Paul Wordsworth
MA, ARICS, MLMBM

Science

1 3739

Contents

Prc Face
1 Maintenance in Context
1.1 The significance of building maintenance
1.2 Satisfaction of building needs
1.3 The building process
1.4 Maintenance defined
1.5 Maintenance or improvement
1.6 Planned preventive maintenance
1.7 Asset planning and facilities management
1.X Maintenance policy
l .9 Life cycle costs
1.10 Maintenance generators
1 . l 1 Timing of maintenance operations
1.12 Maintenance cycles
1.1 3 Maintenance profiles
I . 14 Optimising renewal cyclcs
1.l5 Repaidreplace decision
References
2 Maintenance Standards
2.1 Concept of standard
2.2 Standards and condition
2.3 Standards generally
2.4 Standards from different viewpoints
2.5 Standards and performance
2.6 Priorities and criticality
2.7 Condition monitoring
2.8 Value considcrations
Rcfcrcnccs
3 Statutory Control
3.1 Understanding legislation
3.2 The structure of legislation

3.3
3.4

The major statutory provisions

Keeping up to date with legislative changes
References

4 Maintenance Planning

4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
4.9
4.10
4.1 1
4.1 2
4.13
4.14

The scope and nature of planning

Risk management in planning
The planning process
Components of a planning system
Schedulelcontingency systems
Factors influencing delay time
Programming problems
Long-term programmes
Annual programmes
Short-term programmes
Planned inspections
Network analysis
Management by objectives (MS03
Maintet~anceaudits
References

5 Cost Management

5.1
5.2
5.3
5.4
5.5
5.6
5.7
5.8

Maintenance costs
Cost indices
Benchmarking
Financial planning and budgets
Annual budgets
Long-term costing
Estimating practice
Costandquality
References

6 Maintenance Information
6.1 lnfamation system
6.2 Fnformation needs
6.3 Uses of information
6.4 Sources of information
6.5 Information structure
6.6 Standard maintenance descriptions
4.7 Information technology
6.8 The information system model
References

Conlenis
-.

7 The Maintenance Organisation

7. I Organisation theory
7.2 Functions
7.3 Structure
7.4 In-house or outsourced staff
7.5 Work order system
7.6 Stock control
References

8 Maintenance Procurement
8.1 The procurement process
8.2 Form of procurement
8.3 Formation of contract
8.4 Types of contract
8.5 Suitability of contractor
8.6 Mode of selection
8.7 Usual conditions
8.8 Scope of work
8.9 Disputes
8.10 Contract documents
References

9 Service Detivery
9.1
9.2
9.3
9.4

Maintenance managers as service providers

Liaison with occupiers and users
Attributes of maintenance service quality
Skills and competencies of maintenance operatives
References

E O Repair Diagntlsis
10.1
10.2
10.3
10.4
10.5

Monitoring building deterioration

Causes of building deterio~atien

Evidcncc o f wants of repair
The concept of performance in repair diagnosis
Repair diagnosis
References

l l Conservation and the Environment

1 1.1 The maintenance manager as conservationist
11.2 Conservation
11.3 Conservation philosophy: concurrence and conflicts
of interest
1 1.4 A framework for evaluation
1 1.5 Sourcing skills and expertise

vii

viii

Conr~nis
-

1 1.6
1 1.7
1 1.8
I I -9
11.10
11.1 l
1 1.12
F 1.13

Environment
Environmental building audit
Energy management
Energy appraisal
Building environment
Asbestos and deleterious materials
Procurement of materials. goods and services
Pollution and waste management
References

Appendix: Standard Maintenance Descriptions

Further Reading and Contacts
Index

Index

Access Onto Neighbouring Land Act 1994,96

actinolite. 305
activity on the node system. 123, 124
ud hclc and planncd maintenance systems, I04
alterations and conversions, costing of, 41-3
alternative geared system, 273
annual equivalent (AV, 3 5 4
anthophyllite, 305
Asbestos (Licensing) Regulations 1983, 306
asbestos, 3 0 5 4
assct management stratcgieq, 98
assctplannmg, 12-14
averagc maintenance costs 1998.3
biocides, use of. 306
B M Price Book, 247
breach of contract, 221
break-even analysis, 37
BREEAM, 299
British Board of Agrkment. 174
British Standards Institution (BSI). 1 7 3 4
BS38 11 : Maintenance Management. 8, 1 5
857750: Environmental Managemcnt Systems,
298-9
budgets
annual, 143-5
cuts in. l45
pcriod, 143
prcpamtion, 139-143
pnonties, 144-5
subd~v~srons,
14M2
variance reporting, 142-3
Building Act 1984.7943
building and services element classificatton, 184
hmldlng environment, 301-5
build~nginventory, 17 1

bmlding life cycle, 7

Building Maintenance Information Ltd (BMI), 138.
1756
building rnatenal and component performance life
cycle, 284
building material and component propcrties and
performance requrrements, 285
building matmials: agents of deterioration, 281
budding noticcs, 82-3
Building Quality Analysis (BQA}, 256-8
Building Regulations, 7 S 8 2
Building Research Estahlishmenl (ERE), 173
building value considerations, 7&72
Burra Chatter (ICOMOS), 289
calculation of econornlc batch quantity, 215
calculation of ~nclusi~,e
standard time, 272, 272
calcuIation of optimum stock repfemshment levels,
216
capital and revenwe costs. 18
Chartered Institute of Building (CIOR). 8, 174
chlorofluorocarhons (CFCs). 307
C Z I S ~1 ,8 ~ 8 1IBI
,
Combined C'riticality Index (CC]), 68
cornponcnls of maintenance plan, J 0.2,1 0 3 4
compulsory competitive tendering (CCT). 2 t 9.229
condition monitoring, 6%70
condition survey. mcs of, G9
condition surveys, 276
condition-controlled rnamtcnance. 52
conservation movement, 288- 9
conservation officers. 295
consmatifin. 288-95
Construction (Design and Management)
Regulations1994 (CDM), 90, 255
construction activities, 4

Construction Indusiry Training Board (CITB), 266

Constructinn Skills Certification Scheme (CSCS), 267
construction trades, 26 1
consultants, use of, 206
contingency budget, I43
contingency systcm for user requests. 213
contract documents, 172-3,24 1
contract offer, 220
contractor sultabllity. 23 1 4
amiIabil~ty,233
co-operativeness. 233
financial stability, 23 1-2
price levels, 2 3 3 4
resources, 222
scope of work, 232-3
contractor's estimate, 220
contractors: mode o f sclection, 234-7
contracts, typet, of. 223-23 1
contracts
brlls of quantities, 2 4 6 7
cost reimbursement, 2 2 5 4
disputes, 24 1
fitncss warranty, 236
implicd terms. 2 3 6 7
lump sum. 223
matcnals and workmanship, 244
mcasured term. 224-5
preliminaries, 244
quality. 240
schedules of rates, 247
scope of work, 2 3 7 4
service leveI agreements. 2 2 6 7
specification. 2 4 3 4
standard form oTagt:cment, 24 1-244
statements, 238-9
term contracts, 227-9
tlme. 2 3 9 4 0
usual condition<.237
prnvislonal sums, 223
ri.ik, 240-4 1
Control nfAsbcstos at Work Iliegulations 1087; 2001,
89 90,306
CuntroT of Substances Hazardous to Health
Reglat~ons1999 (COSBH), 89, 2 5 M
~ontrollcdday work, 226
cost and quality. 154161
cost benchmarklng parameters, 137

cost inhces, 1 3 M
cost reimbursement contracts, 2 2 5 6
costing
accounting ratios, 156- 7
long-term. 145-8
criteria
uhsnlcsccncc, 67
physical condition, 6 6 7
critical path method. 119-12 1
crocidolite. 3 05
Croner's Environmental Management, 175
Croner's Health and Safety Managcmcnt. 175
Croner's Premises Management. 175
crysotile, 305
customer service. concept of, 250

dangerous buildings and structures, 8 1

data modelling, 188-9
data pieces, 188-9
day-to-day budget, 143
Decadents, thc, 291
d e c sinn
~ trecs, 3 7 8
Defective Premises Act 1972, 9&91
I
duty to build dwellings properly,
landlord's duty of care, 91-2
defccts. 278
due to consrruction rnethodq, 279
due to fnulty design decisions, 279
due to ~nadequarebrieC 278-9
due to user activities, 279-80
deferral of maintenance: the downward sp~ral,146
definition of maintenance, K-Y
degradation and iniervent~on,283
degradations, 282-3
biolopcal agents, 282
mechanical agents. 282
deleterim< materials, 305- 6
Deparhncnt of Envimnrncnt. Transport and Regions
(DETR), 173.297
depth mctcr, 287
design system, 168-9
deterioration, causes of. 278-80
Direct Labour Organisations (DLOs), 229-230
direct labour, 204.229-23 1
d~rectlyemployed operatives, 207
D~sab~Iity
Discrimlnatron Act 1995. Y5
d~scountedcash flo\v, 25-7

distortions, 280 8 1
endoscope, 287
Energy Appraisal of Existing Buildings (RTCS
Guide). 300
energy appraisal. 300 30 1
building fabric survey, 301
enerm supply survey, 30 1
pre-inspectron, S01
sen,iccs survey, 30 1
energy consumption and the environment, 300
Energy Efficiency Ofice. 300
energy management, 44,299-300
English Her~tagc.289,292
English House Condition Survey, 2
environment, 295 308
environmental building audit, 298-9
environmental concerns, 289
environmental impact of buildings, 2 9 6 7
Environmental Nuisancc Abatement Notice, 92.253
environmental polIcy statement, 297
Environmental Protection Act 1990,92,297.307,30#
cstirnates: medium and short-term, 149
cstimating practice, 148-154
cstimating
approach to, 152
contract, 1 5 3 4
direct labour, 152-3
labour costs, 149
labour on-costs, 1.50
materials, 1 5 G 5 1
overheads and prof t, 151
slotting, 152
judgement, 15 1-2
evidence af wants o f repair, 2 8 M 3
exposure works In rcpair diagnosis. 277

facilities management software, 1 R6

FAST d~agram.47,47
financial planning, 138-142
firc certificate, 8 5 6
Fire Prccautiuns (Workplace) Regulations 1997,85
F ~ r Precautions
e
Act 1971. 83-6
Flre Safety and Safety at Places of Sport ACE1987,
84
flat management structures, 206
form of procuremcnt. 2 1 8-20

formation of contract, 220

frequency-based maintenance, 52
FunctionaI Analysis Systems Techniquc (FAST)
analysis, 47, 47, 191
Gana chart, 1 19
geared incmtlve, 272,272
global winning, 296
grccnhnuse effect, 299
gross domestic product (GDP), 1
halon gas, 307
Health and Safe? at Work Act 1974,76, R690
best pnct~cablemeans, 88
Health and Safety Commission , 8 7
Health and Safety Executive, 87, 306
Health and Safety Statement, contractor's, 255
helpdesk function, 252
hierarchical data structure, I83
historic buildings, 289-95
Housing Acts, 59,93-5
housing limess standards, 93-5
human activrty system, 1x8
incentive schernec, 269-274
direct, 27W73
indirect. 2 7 3 4
infornation feedback loop, 195, 196
information flow, I 7Y
~nforma~ion
rnanagcmcnt system, 162
~nformat~on
managcmcnt
cornpanson. l70
howledge'~nstruction,170
prediction, 169-70
information
classification principles, 177-8
general and specific categories, I81
needs, 164-5
sources of, 1 7 6 7 6
external, 1 7 3 6
internal. 171-3
structure, 177- 181
systcm model. 188 191
uses of. 169-70
informalion system. 162-4
componenfs of, l 6 5
criteria for assessment, 1 9 6 9 1

~nformationtechnology (IT), I 8 4 4
In-house or outsourced staff. 202-2 10
marn advantages of, 2 0 3 4
main deadvantagcs of, 2 0 4 5
inspection reports, 174
Institute of Ma~ntenanceand Bullding Management
(IMBM), 174
integrated building maintenance 1T system,
components of, 189. 190
IT systems, 186
bespoke or package, 187
ftlture-proofing. 187- 8
hollstic or partial. 1 8 M
scope and extent of. 187
Joinr Contracts TribunaI JCT). 242-3
Agrecrnent for Minor Building Works, 242
Fixed Fee Form of Prime Cost Contract, 242-3
Intermediate E m of Contract, 242
Standard Form of Building Contract, 242
Standard Form of Management Contract, 242
John Ruskin, 290.293
Kyoto Protocol, 296-7
labour force composition, 262
Landlord and Tenant .4ct 1985,5Y
landlord's duty of care, Y 1 -2
leases: dlv~sic~n
of respons~biIity,5 9 4 0
legionnaires' disease 304- 5
legislntion. changes in. Y6-7
legislation. structure. 7& 7
liabilities in tort, 222
IifccycIe costs, 17, 19
lighting, 303 4
liquidated damages, 22 1
llsted hurldings, 78-9, 294
lit~gationculture. 253
long-term cstrmates. 145
lump sum contrack, 223
maintenance and design. h
maintenance and improvement, %l 1
maintcnnnce aitdits, 1 2 6 8
maintcnance costs. 13&32
bcnchmark~ng.1 3 6 7
comrnlt~edcosts, 13 1

overhead absorption, 13 1
overhead recovery, I3 1
variablekngineered costs. 13 1-2
mnnaged/discretionary costs, 132
ma~ntenancecriteria, 48-50
mamtenancc cycles, 24-7
maintenancc expenditurc and building value, 71, :]
maintenance expenditurc contrul, 1654-,, 166
maintenance generators. 2 6 2 2
maintenance information: characteristics, 162-4
maintenance managcrnent functions: relationships
between, 168
m a i n t c ~ n c emanual, 12-1 3
maintenance operatives, 249
sktlls and competencieq of. 261-74
age and stability, 2 6 3 4
maintenance organisation, 195
maintenance planning process, 101-3
mamntenancc planning, 98 129
annual programmes, 1 15
contingency system, 1067, 106
cos1 growth, 109, 109
deIay time factors, F 07-8
effectiveness, 102-3
long-term programmes, I 1 1-1 15
major repairs. 1 14-1 15
painting programmes, I 12-1 l 3
programming problems, 1 1 0 11
schedule syslem, 1 0 5 4 , 106
short-term programmes, 1 1 6 113
maintenance policy, 15-1 T
statement. I k
malntcnance practicc manual, 127-8
maintcnance profiles, 28-30, 55
maintcnance senricc quality, attributes of. 251
direct and indirect costs, 32, 72
maintenance standards, 4&74
crltena, 62-4
criticality, 6 6 6 . 67-9
priorities, 646
maintenancc technichian, 2 6 4 7
malntenancc: costs and value. 5
maintenance expenditurc 1 9 8 6 1996,2
maintenance: significance of, 1-2
maintenance: types of work. 132-3
rnamangement cultures, 1 9 4 5
management by cxccption, 202

mmagcment by objectives, 1254.202

functional perf~rm~mcc
objectives. 125
key target areas, 125
management: functions, 195-8
advisory, 19&7
control, 197-8
miscellaneous, I PR
oipnisat~onal,197
management: structure, 1 98-202
centralised, 199
decentralised, 200
Maslow's hierarchy of needs. 269,269
rncasured term contracts, 2 2 4 5
mcasurcs of planning cfficrency, 157-8
degscc of scheduling, 157
~nccntivecnverage. 158
supervision factor, 158
lost timc factor, 157-8
merit rating. 273
moisture metcr, 286
monltorlng building deterioration, 2 7 6 7
multicraft skrlls. 262
multiskilling, 264-7
National Federation or Hous~ngAssoclations
WHIZ), 174
National Schedulc of Rates, 224
National Trust, 289
Kattanal Vocational Qualification {NVQ) In
hfaintennncc, 266
National Working Rules for the Budding Industry.
269
negligence, 222-3
nct present value (NPV), 33-5
nctrvnrk analysis. 119 - 1 24
concurrent activltics. 12 1 , I21
crltical path network. 122, 122
dummy activities. 120-2 1 , 1211
events and acttvities, 12%22, E20
looping error, 1 2 1-22.12 I
resource smoothing, I23
N H S and Community Care Act 1490.845
nuisance. 223
occupier feedback, 2 5 5 4
Occupiers Liability Acts 1957 & 1984,W-92
occupicn, liaison with. 249-251

opcrativcs' motivation, 268-9

opcrativcs' product~vity,267-9
organisation systems, 1 9 5 4
organlsatlon theory, 193-5
Party X%'xll Act 1996, 9 5 4
party wail. works to. 9 5 6
performance and repaw diagnosis, 2 8 3 4
perrormance criteria, 284-5
perrormance failure, 286
performance measures. 154
performance thresholds, 286
p~ecework,270
planned building maintenance: RICS Guidance Notc.
YX

p l m c d inspection system, 119

planned inspect~ons,1 17-1 19
planned maintenance budget, 144
planned prcvcntive maintenance, 11-12,9X
Planning (Listcd Buildings and Conservation Areas)
Act 1990.78
pollution and waste management, 307-8
post-occupancy evaluation (POE), 2 5 M 0
buildrng assessment ranges and categorics, 2SY
occupier qtrestionnaire, 258.258
spread of responses, 259
the wallahrough. 257
Post-occupancy evaluation model, 25 7
precedence d l a ~ a m 123,124
,
present values (PV), 25-3
presuvalion. 292
preventive progams. 12
proc~~remmt
process. 218
procurement route: day-to-day maintenance, 220
procurement routes. 21 9
productivity measures, 1 5 4 5
profit-sharing, 273
project information manual, 173
property database, 1 3
Provision and Usc of Work Equ~pmentRegulations
1992.90
quality control system, 255
quality control. 1 6 0 6 1
quality oTserrice delivery. 218

rencwal cycles, 23.2%30

repair
diagnos~s,286-7
logging, 252-3
notificanon, 252-3
rcporting, 252-3
rcpalr/replace decisinns, 3 3 4 3
rcpalrs and leases. 10
repars
appointmenlr. to carry w t , 253
carrying out, 253- S
cleanup mutincs, 254
complaints procedure. 255
~nsptchons,276
pmvi~ionof temporary services, 254
requirements for screening, 254
repudiation of contract. 22 1-2
responsc time, 208
risk analysis, 100
nsk asscssment and management, 99-100
risk identification, 100
r i qk rcsponse, 100
schcdule of dilapidation, 60-61
schcdule of rates, 136,2245
.;cope of maintenance planning, 98-9
scrvice efficiency, 1 58-9
servlce lever agreements, 2 2 6 7
scrvlce providers. maintcnance managers as. 249
scrvlce quality ~ndicators.251
sick building syndrome, 302-3
skills, depth and breadth of, 265-7,265
Society for the Protection of Ancient Buildings
(SPAB), 289 -90
sources of lneITect~vecosts, 103
spot bonuses, 270
Standard Maintenancc Descriptions (SM D), 68,
1824,309 -28
condition asscssment criteria, 323-5
criricality indcx, 3 2 5 4
data categories, 3 11-23
maintenancc procurement, 3 2 6 7
Standard Method of Measurement (SMM),182,246
standards from d~fferentviewpoints. 57-60
standards of performance, 61 -2
slatutory prov~sions,77-(E6
stock control, 2 1 4 1 7

surveyor subjectivity. 277

temperature and humidity, 303

tendering
ncgotration, 2 3 4 5
open,234
sclective. 234
term contracts, 227-9
timmg of maintenance opcratlons. 22-4
total building prncess. 6
total cost analysis, 56, 56
total costs, 2 l0
Town and Cvuntry Amenities Act 1974, 79
Town and Country Planrung Act 1990,77- 8
Town and Country Planning Acts, 77-9
traditional skills, 295
tremolite, 305
trespass, 223
ullrasonic tester, 286

Universal Decimal Classification (UDC), E 78,

179
user pamclpation. 2 6 M l
ucer rcports. 174
valuc analysis, 191
value engineering, 47-8
valuc mnnangement, 191
V D U Screens Replations, 304
vcnnlatlon and air quality, 303
volatile organic compounds (VDC's), 302

wcar and tear, 278,280

Willlam Moms, 29 1,293
work inpul control, 214
work measurement, 27 1 2
work order system, 21 1-14
work order, 2 1 1-3
description of works, 212
priority, 2 1 2
percentage checks, 2 1 1
Workplacc (Health Safety and Wclfarc) Regulations
1992.89

workstat~ondeslgn. 304
yeas purchase, 2 6 7